Frequently Asked Questions (FAQs)

Minimum School Program (MSP)

1. Where can I find copies of the Allotment Memos?

2017-2018 Allotment Memos
Archived Allotment Memos can be obtained by contacting the department directly.

2. There is an error on my Allotment Memo. How can I get it fixed?

If there is an error on your Allotment Memo, please contact the department directly.

Section Contact

Jaime Barrett
Phone: (801) 538-7667 | E-mail

Pupil Accounting

1. Educator Data and Statistics

Where can I find teacher salary data, the number of educators in Utah, and Student/Teacher ratios?

  • Educator data and statistics can be found on the Data and Statistics website in the “Superintendent’s Annual Report”.

Does the Utah State Board of Education (USBE) collect teacher salary schedules?

  • USBE does not collect teacher salary schedules, but they are published on the Utah Education Association (UEA) website.

How does Utah compare to the nation regarding educator data?

  • National comparisons can be found on the National Center for Education Statistics (NCES) website.

2. Funding for Educators

Why is it important for school districts and charter schools to maintain current educator files in the Comprehensive Administration of Credentials for Teachers in Utah Schools (CACTUS) database?

  • CACTUS is the database used to generate educator counts to fund such programs as the Professional Staff Cost Formula, Classroom Supplies and Materials, and Educator Salary Adjustments.

When should school districts and charter schools update their educator files in CACTUS?

  • CACTUS files should be regularly maintained and kept up-to-date. Some important dates to remember for funding purposes are November 15 and June 29.

Who do I contact if I have questions about the Teacher Salary Supplement Program (TSSP) for math and science teachers?

  • Please send an email with your questions to Teaching and Learning Program Specialist, Jane Conway.

Where can I learn more about the Professional Staff Cost Formula?

  • Information about the Professional Staff Cost Formula can be found in Utah State Code 53A-17a-107(1)(a) and in Board Rule R277-486.

Where can I learn more about the Educator Salary Adjustments allocation?
Board Rule R277-110 gives direction on how the Educator Salary Adjustments allocation is distributed.
Where can I learn more about the Classroom Supplies and Materials allocation?

Board Rule R277-459 gives direction on how the Classroom Supplies and Materials allocation is distributed and should be spent.

How much money do teachers receive for Classroom Supplies and Materials?

  • The most current per teacher distribution amounts can be found here.
  • A teacher on salary schedule steps one through three teaching in grades kindergarten through six or preschool handicapped - $250;
  • A teacher on salary schedule steps one through three teaching in grades seven through twelve - $200;
  • A teacher on salary schedule step four or higher teaching in grades kindergarten through six or preschool handicapped - $175; and
  • A teacher on salary schedule step four or higher teaching in grades seven through twelve - $150.

3. Immunization

Why does the USBE care about school immunization records when the Utah Department of Health is the regulatory authority for this data?

  • Regulatory authority over the collection of immunization data rests with the Utah Department of Health (UDOH), (R396-100), and any audit of immunization data will be conducted at the discretion of UDOH.
  • LEA’s may not receive weighted pupil unit (WPU) money for a student unless the student has obtained a certificate of immunization, or qualifies for conditional enrollment or exemption from immunization.

4. Necessarily Existent Small Schools (NESS)

How do I know if a school is eligible to receive additional funding because of its small size?

  • A small school may be classified as necessarily existent and receive additional funding when a school district can demonstrate that the school meets the criteria specified in Utah State Code 53-A-17a-109 and Board Rule R277-445. Briefly, those criteria are as follows:
  • Small Size: Average Daily Membership (ADM) does not exceed the minimum requirement per school type. In addition, at a minimum, one of the following two criteria must also be met (except when consolidation may result in undesirable social, cultural, and economic changes in the community).
  • Minimum Travel: if closure of the school would force students to travel more than a specified amount of time, depending on their grade.
  • Maximum Consolidation Requirement: the school is in a district that has been consolidated to the maximum extent possible, and district activities in cooperation with neighboring districts within or across county boundaries have been appropriately combined.

Pupil Transportation

1. Who is eligible for school transportation?

Rule R277-600-4: Eligibility
Utah Office of Administrative Rules

  1. State transportation funds shall be used only for transporting eligible students.
  2. Transportation eligibility for elementary students (K-6) and secondary students (7-12) is determined in accordance with the mileage from home specified in the Utah State Legislature Title 53F-2-S403: Eligibility for State-Supported Transportation/Approved Bus Routes to the school attended by assignment of the local board.
  3. A student who’s Individual Education Program (IEP) identifies transportation as a necessary service is eligible for transportation regardless of distance from the school attended by assignment of the local board.
  4. Students who attend school for at least one-half day at an alternate location are expected to walk distances up to 1 and one half miles.
  5. A school district that implements double sessions as an alternative to new building construction may transport, one-way to or from school, with Board approval, affected elementary students residing less than one and one-half miles from school, if the local board determines the transportation would improve safety affected by darkness or other hazardous conditions.
  6. The distance from home to school is determined as follows: From the center of the public route (road, thoroughfare, walkway, or highway) open to public use, opposite the regular entrance of the one where the pupil is living, over the nearest public route (thoroughfare, road, walkway, or highway) open regularly for use by the public, to the center of the public route (thoroughfare, road, walkway, or highway) open to public use, opposite the nearest public entrance to the school grounds which the student is attending.

Rule R277-600-5: Student with Disabilities Transportation:
Utah Office of Administrative Rules

  1. Students with disabilities are transported on regular buses and regular routes whenever possible. School districts may request approval, prior to providing transportation, for reimbursement for transporting students with disabilities who cannot be safely transported on regular school bus runs.
  2. School districts may be reimbursed for the costs of transporting or for alternative transportation for students with disabilities whose severity of disability, or combination of disabilities, necessitates special transportation.
  3. Transportation is provided by the Utah Schools for the Deaf and the Blind (USDB) for students who are transported to its self-contained classes. Exceptions may be approved by the Utah State Board of Education (USBE).

2. Why Can't the bus go down my street?

Rule R277-600-6: Bus Route Approval:
Utah Office of Administrative Rules

  1. Transportation is over routes proposed by local boards and approved by the USBE. Information requested by the USBE shall be provided prior to approval of a route. A route usually is not approved for reimbursement if an equitable student transportation allowance or a subsistence allowance accomplishes the needed transportation at less cost. A route shall:
    1. traverse the most direct public route;
    2. be reasonably cost effective related to other feasible alternatives;
      provide adequate safety;
    3. traverse roads that are constructed and maintained in a manner that does not cause property damage; and
    4. include an economically adequate number of students.
  2. The minimum number of general education students required to establish a route is ten; the minimum number of students with disabilities is five. A route may be established for fewer students upon special permission of the State Superintendent.
  3. The school district designates safe areas for bus stops.
    1. To promote efficiency, the USBE approved minimum distance between bus stops is 3/10 of a mile. The USBE may approve shorter distances between bus stops for student safety.
    2. Bus routes shall avoid, whenever possible, bus stops on dead-end roads.
    3. Students are responsible for their own transportation to bus stops up to one and one-half miles from home.
    4. Special education students are responsible for their own transportation to bus stops consistent with their IEPs.
  4. Changes made by school districts in existing routes or the addition of new routes shall be reported to USBE as they occur. The USBE shall review and may refuse to fund route changes as applicable.
  5. Transporting eligible students home after school activities held at the students' school of regular attendance and within a reasonable time period after the close of the regular school day is approved route mileage.
  6. A route may be approved as an alternative to building construction upon special permission of the USBE if the route is needed to allow more efficient school district use of school facilities. Building construction alternatives include elementary double sessions, year-round school, and attendance across school district boundaries.
  7. School districts may use State Guarantee Transportation Levy or local transportation funds to transport students across state lines or out-of-state for school sponsored activities or required field trips if:
    1. the local board has a policy that includes approval of trips at the appropriate administrative level;
    2. the school or school district has considered the purpose of the trip or activity and any competing risk or liability;
    3. given the distance, purpose and length of the trip, the school district has determined that the use of a publicly owned school bus is most appropriate for the trip or activity; and
    4. the local board has consulted with State Risk Management.
  8. If school bus routes transport students across Utah state lines or outside of Utah for required to and from routes, routes are reimbursable providing school districts maintain documentation that the routes are necessary, or are more cost-effective, or provide greater safety for students than in-state routes.

Specific Information Contacts

For questions pertaining to:

  • Administration of Pupil Transportation Programs
  • Drug and Alcohol Testing Program
  • Federal Laws and Compliance
  • Legal
  • Legislation
  • Media
  • Risk Management
  • School Bus Routing
  • Student Eligibility
  • Transportation Funding Forms
  • Utah Standards

For questions pertaining to:

  • Background Checks
  • Driver Classroom and Behind the Wheel Requirements
  • Driver Preservice and Recertification
  • Drug and Alcohol Testing
  • In-Service
  • Motor Vehicle Records
  • Original Certification Course
  • Professional Development
  • Safety Skills Competition
  • School Bus Routing
  • Student Eligibility
  • Transportation Funding Forms

Please contact Jackie Hardman at (801) 538-7577 or via e-mail at jackie.hardma@schools.utah.gov.

Reporting

1. What is the Annual Financial Report (AFR)?

It is a required report for all Utah Local Education Agencies (LEA's) which is prepared on the modified accrual basis detailing revenues and expenditures and giving a balance sheet organized by Fund, Function and Object. Utah follows the National Center for Education Statistics (NCES) account code and definitions.

2. What is the Annual Program Report (APR)?

It is a required report for all Utah Local Education Agencies (LEA's) and is organized by Program and Object.

3. Where can I get a listing of required reports?

The report listing is found in the Utah Administrative Rule R277-484-3: Deadlines for Data Submission in the Utah State Board of Education (USBE) rules. There is a listing of submitted reports and their status on the recent Report Submission Tracking.

4. If I have questions concerning school accounting, who can help me?

For questions concerning school accounting, please contact Von Hortin at (801) 538-7670 or Brett Baltazar at (801) 538-7802.

5. If I represent a new charter school in our planning year do I still need to file an AFR or APR when we don't have students?

Yes. There are alternative reports to replace your statutorily required audit reports based upon the level of expenditures but your AFR and APR still need to be submitted.

6. Do I need to submit my budget to USBE?

Yes. Currently, the code still requires the budget be submitted to both the USBE and the State Auditors' office. Most District budgets need to be submitted by July 15, those where a Truth-In-Taxation hearing is involved are due August 15. Charter schools must submit their budget within 30 days of approval from their board; board approval must be before June 22 for all budgets, unless otherwise stated.

Facilities

1. What types of projects constitute construction?

Construction means: the renovation, remodeling, alteration, enlargement, rehabilitation, conservation, improvement, repair, or reconstruction of the building; or changing the character or use of the building in a manner that increases the occupancy loads, other demands, or safety risks of the building.

This includes leased facilities, both temporary and permanent structures, etc. Construction does not mean the routine operation, routine maintenance of existing structures, buildings or real property.

2. Is there a requirement to report projects based on a certain dollar amount? If not, why did this change?

No, the requirement to report construction to our agency is based on work required to be inspected, outlined in the International Building Codes (IBC) suite. Items required to be inspected are required to be reported to us, this information along with those exempt from reporting can be found in the following forms, at the website listed below:

Building Codes: Construction Items Required to be Inspected, Thus Required to be Reported to the Utah State Board of Education (USBE)

Building Codes: General Construction Items Exempt from Building Inspection, thus Exempt from being Required to be reported to the Utah State Board of Education USBE

https://www.schools.utah.gov/financialoperations/formsapplications

The elimination of the exemption of project reporting for projects under $99,999 was implemented some years back. USBE and others were unable to locate the source. In addition, this conflicted the practice of complying with the most restrictive and/or specific requirement in the Code.

3. Where do I find the construction reporting forms and what are they for?

This checklist provide an overview of the items required to be submitted to USBE prior to construction commencing, in the process of obtaining the USBE Project Number, along with the requirements once construction has been approved and commences.

https://www.schools.utah.gov/financialoperations/formsapplications    

4. What can happen if a construction project is not reported as required?

Administrative Rule R277-471- amended July 8, 2008 – applies to all construction projects (the only exceptions are listed in the International Building Code –section 105):

https://rules.utah.gov/publicat/code/r277/r277.htm

Ensure that each inspector is adequately and appropriately credentialed; ensure that design work is being carried out by the appropriate licensed design professionals.

School districts and charter schools which fail to comply . . . subject to interruption of state aid dollars by the Board in accordance with Section 53A-1-401(3) and 53A-17a-144(4)(d) . . . to the following extent:

10% of total monthly Minimum School Program transfer amount the first month; 25% in the second month; and 50% in the third and subsequent months

A nonrefundable fine in the amount of one half of one percent of the total construction costs shall be assessed . . . fail to report construction. . .that exceed $99,999 before construction begins.

 

5. What is the School Construction Resource Manual (all construction steps, rules, etc., including preliminary requirements) and where is it found?

The resource manual includes guidelines, best practices, laws, rules, and so on, that LEAs (school district and charter schools) are required to follow.

The manual can be reviewed and/or downloaded online at the following website, at the ‘Construction Resource Manual’ tab:

https://www.schools.utah.gov/financialoperations/constructionfacilitysafety  

6. What is the difference between a new school and a new school building?

A new school means a complete new school on a new site. A new school building means a new building on an existing school site.

7. Whom do I send the facility construction project forms to, and by what means?

All the forms go to Jenefer Youngfield, the School Construction Specialist at USBE in the School Finance and Statistics Section, preferably by email to: jenefer.youngfield@schools.utah.gov , but they can also be sent by or by mail (Financial Operations, USBE, 250 East 500 South, PO Box 144200, Salt Lake City, UT 84114-4200). If you have any questions, please contact Jenefer at (801) 538-7669. Note: this includes everything except the plans (see below).

8. What format should Plans, Specifications & Pre-Construction items be sent to USBE?

On a USB (preferred) or CD in electronic format prior to construction commencing.

9. What is an SP-8 Construction Inspection Summary Form and when do they have to be submitted?

The SP-8 form is a summary of all inspection & tests performed for a particular month and are due monthly (by the 10th day of the following) throughout the entire construction project, along with supporting inspections and/or testing reports.

10. What is an SP-9 Final Inspection Certification Form and when does it have to be submitted?

The SP-9 Form is a certification that the construction project is complete or substantially complete to the point that a temporary or permanent ‘Certificate of Occupancy’ can be issued and must be accompanied with the building inspector of record’s final inspection or inspection approving temporary occupancy and the Fire Marshal’s permanent or temporary ‘Certificate of Fire Clearance’.

11. What is an SP-10 ‘Certificate of Occupancy Form, how is it obtained and when does it have to be submitted?

The ‘Certificate of Occupancy’ is required to be obtained prior to the facility or area of the project is to be occupied. It is issued by the building official for the project if the project is inspected by the local jurisdiction the facility is housed in, the local school district when the appropriately credentialed inspectors are employed, or in the case of independent inspectors the SP-10 ‘Certificate of Occupancy’ request shall be sent to USBE (Jenefer Youngfield), to be signed by the State Superintendent for Public Instruction. When all requirements have been fulfilled, the signed certificate is returned to the requesting LEA (school district or charter school) designee.  

12. Does the total footage for a new school include sidewalks, playgrounds, and so on?

No, the square footage it specifically related to structures/buildings.

13. Who can perform various plan reviews for construction projects?

All plan reviews must be performed by those currently certified through the International Code Council and/or licensed as applicable through the State of Utah in the field the review is being performed, for commercial construction.

14. Who can perform various inspections for construction projects?

All inspections must be performed by those currently certified through the International Code Council and/or licensed as applicable through the State of Utah in the field the review being performed.